3,000+ procedural documents signalled the need for change.

Villa Maria makes processes about people, and invests in BPM for stress-free audits and ISO compliance.

Business benefits.

  • Stress-free audits

  • ISO 9001 and health & safety compliance

  • Improved process ownership and empowerment

  • Ease of process and change management

  • Shared knowledge and best practices across different locations

Villa Maria is New Zealand’s most awarded wine company. The family owned winery operates across five main  winery sites, 14+ vineyards, domestic sales offices, plus  overseas markets with a growing team of export  managers. Staff numbers range from 300 permanent staff up to 500 over vintage/ harvest periods.

‘Our staff are enthusiastic, knowledgeable and experts at  what they do, however our business had grown at such a  rate that we had surpassed our existing systems and  structures,’ say Trish Wilson, continuous improvement  specialist, and Philippa Avis, quality manager at Villa  Maria.

‘Our business processes were stored on a network drive  in numerous Word documents mainly based around the  ISO 9001 requirements,’ explains Philippa.

‘We had over 3,000 procedural documents, and were working with processes and procedures in hard copy manuals. These were proving difficult to maintain and  keep current and it was hard to see who was responsible  for what.’

In addition, all business processes came to the quality manager for final signoff, regardless of content. This reliance on one person created a bottle neck in the business and posed a risk. 

Processes are about people.

To encourage the move from quality control to quality assurance,  Villa Maria needed to focus on individual teams,  experts and department ownership. This meant they needed a  system that was easy to use and could capture not only the  information, but any changes required for audits.

‘Nintex Promapp is a simple system which enables us to share knowledge. It’s easy to maintain and gives us the ability to  easily display the important roles that everyone plays,’ says  Philippa.

‘It was also very easy to get people on board with what we were  trying to achieve because of its accessibility and simplicity,’ adds Trish.

A two-stage approach to implementing Nintex Promapp.

‘The Nintex Promapp rollout initially sat with our IT department,  however we found this did not provide sufficient or standardized  training or enough integration,’ explained Philippa.

‘So we changed tactics. We re-started Nintex Promapp with a soft  launch involving 40 key staff members, representing a cross  section of the business and we brought in Nintex Promapp to provide  full training which was consistent, smart and simple, with  practical examples.’

Trish continues ‘We also made a conscious decision to link  Nintex Promapp with our continuous improvement initiative ACE  (achieving continuous excellence). The synergy between the two has meant we have achieved a much broader application and  uptake than we might have otherwise.’ 

Simplifying complexity for Villa Maria.

Villa Maria successfully created a central place for knowledge  capture and a more consistent approach to process  documentation.

Philippa explains: ‘Our health and safety advisor left a  comprehensive manual in the Nintex Promapp system. The new  health and safety advisor, as well as everyone else, can see  exactly what the procedures are.

‘Another example is our domestic sales team. The team are  geographically spread and they have really taken to Nintex Promapp  as a base to share, for best practice and for  process improvements.’

‘Compliance is crucial for any business, but particularly when  you are selling food or beverage and export heavily. We have  over 16 audits per year, and as we progress further in  our Nintex Promapp journey we find our audits increasingly stress  free.

‘Nintex Promapp is ideal for documentation tracking and we have  ensured that our ISO manuals are in Nintex Promapp,’ said Philippa.  'Our five labs have recently consolidated their dusty paper  manuals in Nintex Promapp and we consistently have auditors  impressed with the improvements and changes that we are  making. We’ve even noticed that some of the auditors are using  Nintex Promapp!’

‘Nintex Promapp has proven ideal for capturing and sharing ACE  wins and for documenting what is happening in current states  which can then form the basis for continuous  improvement work,’ says Trish.

 

‘Our key challenge was to  have the right platform to capture our business processes  and to enable ownership and empowerment – we found it in Nintex Promapp.’  

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Tips for new players.

Ensure you have the right people in your organization leading  it, and clearly define the roles that all individuals  need to play.

Don’t aim for complete perfection. In some instances, put the process in as it stands, make it live and  wait for the process improvement suggestions to come in.

Set the scene and ensure staff are aware of the reasons why,  and what the benefits are. 

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